Background Checks How Do I Guide

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1 How Do I Guide May 20, 2015 The Florida Safe Families Network () How Do I Guide helps you understand the steps to complete your work in the system. It is a desk reference and companion document to other supporting resources such as, User Guides and Online Help. Visit the DCF Website ( for additional resources. How Do I Complete a for an Initial or Additional Intake (Command Center Counselor or CIU)... 2 Release a Request back to the Background Listing page (Command Center Counselor)... 3 Request a from within a Child Investigation (Field Staff)... 3 Request a from within an Adult Investigation (Field Staff)... 4 Request a from Maintain Case page (Field Staff)... 5 Request a from the Unified Home Study (Field Staff)... 7 View a (Field Staff) May 20, 2015 Page 1 of 11

2 Complete a for an Initial or Additional Intake (Command Center Counselor or CIU) Initiate the From Desktop, select Utilities. Select Command Center Queue. Select an intake. From Options drop down, select Intake Participant Background Check. Completing s are security controlled. Background checks can be completed after the intake is linked to a case. Click Go. Click Create hyperlink. Save Background Screening page. Complete screenings From Background Screening page, click Add hyperlink to add document or Insert if desired document is not present. If Insert is chosen, on Screening Details page, select desired Document Type from drop down. Complete Detail Screening page. If a JIS document is available: Open a new browser. Open.pdf file. In JIS Document group box: Click Get Documents button. From Document Type drop down, select type of document. Select check box next to participant s name. Click Save and OK to add document to policy server. Click Save at bottom of page. On Screening Detail page, type or paste your information. Save page. You are returned to Background Screening page. Select Background Check Complete check box. May 20, 2015 Page 2 of 11

3 Complete a for an Initial or Additional Intake (Command Center Counselor or CIU) Complete the Return to Intake Background Check page. All participants must have a View hyperlink in order to complete the. Select Complete Background Check check box. Release a Request back to the Background Listing page (Command Center Counselor) Release an incomplete request back to the Background Listing page From Desktop, select Utilities. Select Background Listing page. Click Release hyperlink for a checked out request. Select Yes when message appears. Only CI Unit supervisors can perform this task. Releasing a request will remove all current pending work for the request and delete the assignment to the worker who checked out the request. Request a from within a Child Investigation (Field Staff) May 20, 2015 Page 3 of 11

4 Request a from within a Child Investigation (Field Staff) Request a From Desktop, expand Cases expand. Click Case icon. Click Investigation icon. Click Child Investigation hyperlink. Investigation page displays. Click Participants tab. From Background Check group box, select Background Check? check box for participant(s) requiring a background check. The Background Check? check box will be disabled if a is in progress. Certain pieces of data that are necessary for processing s are not required when submitting the request. The system will verify the data is captured and only the validations are met, as well as the other validations on the Child Investigation will be submitted to the Background Check Listing queue when the Child Investigation page is successfully saved. Requesting a places the participant(s) on the Background Listing page. The CIU will complete the background screenings for each person. Request a from within an Adult Investigation (Field Staff) Create the Background History From Desktop, expand Cases expando, Click Case icon. Click Case icon. Click Investigation icon. Click Adult Investigation hyperlink. Investigation page displays. From Actions list box, click Background History hyperlink. Adult Background History page displays. May 20, 2015 Page 4 of 11

5 Request a from within an Adult Investigation (Field Staff) Request a From Investigation page within Actions list box, click Background History hyperlink. Select Background Check? check box for participant(s) requiring a background check. The Background Check? check box will be disabled if a is in progress. Certain pieces of data that are necessary for processing s are not required when submitting the request. The system will verify the data is captured and only the validations are met, as well as the other validations on the Adult Investigation will be submitted to the Background Check Listing queue when the Adult Investigation page is successfully saved. Requesting a places the participant(s) on the Background Listing page. The CIU will complete the background screenings for each person. Request a from Maintain Case page (Field Staff) Access the Create Background Checks page From Desktop, expand Cases expando and click case name hyperlink. From Options drop down, select Create. Click Go. May 20, 2015 Page 5 of 11

6 Request a from Maintain Case page (Field Staff) Request a Select Background Check? check box for each participant requiring a. Select desired Type: Emergency Placement, Planned Placement, or Reunification. Click Request Background Check button. The Background Check? check box will be disabled if a is in progress. Certain pieces of data that are necessary for processing s are not required when submitting the request. The system will verify the data is captured and the validation pop-up page will be launched and require the user to select Yes in order to successfully be submitted and populate the Background Child Listing page. If the user selects No, he/she will be returned to the Create page and no request will be submitted. The CIU will complete the background screenings for each person. May 20, 2015 Page 6 of 11

7 Request a from the Unified Home Study (Field Staff) Create the Provider Inquiry and Unified Home Study page From Desktop, click Create. From Create drop down, click Provider Inquiry, then Person. Search for or create desired participants. Click Continue. On Person Provider Inquiry page, select role. From Actions list box, click Unified Home Study hyperlink. On Unified Home Study page, complete required fields. Request for Emergency Placements On Unified Home Study page, click Background Check Information tab. For Request Type, select Emergency Placement radio button. Select Background Check? check box for desired participant(s). Click Request Background Check button. The Background Check? check box will be disabled if a is in progress. Certain pieces of data that are necessary for processing s are not required when submitting the request. The system will verify the data is captured and only the validations are met, If the Emergency Placement radio button is selected the system will verify the prompt is captured and only once the validations are met will the Emergency Placement validation prompt be displayed. May 20, 2015 Page 7 of 11

8 Request a from the Unified Home Study (Field Staff) Complete s for Emergency Placements From Desktop, select Utilities drop down and select Background Listing. From Background Listing page, select participant. From Background Screening page, click Add hyperlink to add document or Insert if desired document is not present. This step can only be completed by the CIU worker or the Command Center Counselor. If the placement household has multiple people who require a, all participants will be checked out when the first participant is selected for the. If Insert is chosen, on Screening Details page, select desired Document Type from drop down. Complete Detail Screening page. If a JIS document is available: Open a new browser. Open.pdf file. In JIS Document group box: Click Get Documents button. Select Document Type from Document Type drop down. Select check box next to participant name. Click Save and OK to add document to policy server. Click Save at bottom of page. On Screening Detail page, type or paste your information. Save page. You are returned to Background Screening page. Select Background Check Complete check box. Save page. Request a for Planned Placements On Unified Home Study page, click Background Check Information tab. Select Planned Placement radio button. Select Background Check? check box for desired participant(s). The Background Check? check box will be disabled if a is in progress. Click Request Background Check button. May 20, 2015 Page 8 of 11

9 Request a from the Unified Home Study (Field Staff) Complete s for Planned Placements From Desktop, select Utilities drop down and select Background Listing. From Background Listing page, select participant. From Background Screening page, click Add hyperlink to add document or Insert if desired document is not present. If Insert is chosen, on Screening Details page, select desired Document Type from drop down. Complete Detail Screening page. If a JIS document is available: This step can only be completed by the CIU worker or the Command Center Counselor. Unlike Emergency placements where checking out the first person in the group assigns the entire group to the worker, if the placement household has multiple people who require a, you must check out each participant individually from the queue. Document naming convention and file creation date appears in the View JIS Screening group box. Open a new browser. Open.pdf file. In JIS Document group box: Click Get Documents button. Select Document Type from Document Type drop down. Select check box next to participant name. Click Save and OK to add document to policy server. Click Save at bottom of page. On Screening Detail page, type or paste your information. Expand Planned Placement Screening Response. Select appropriate radio button to complete your response. Save page. You are returned to Background Screening page. Select Background Check Complete check box. Save page. May 20, 2015 Page 9 of 11

10 View a (Field Staff) View a background check From Person Management page, click Additional tab. To view the most recent, click the View hyperlink. Expand expando. Click View hyperlink. From Intake Background Check page, within Requested group box, click View hyperlink. View hyperlink launches the Background Screening page. The View hyperlink on the Background Screening page launches the screening details if the document s creation is within the 72hour timeframe. Access to these pages is security controlled. From Child Investigation page, click Participant tab. In Background Check column, click View hyperlink. On Background History page, click Background Check tab. Click View hyperlink. From Adult Investigation page within Actions list box, click Background Check hyperlink. On Background History page, click Background Check tab. Click View hyperlink. From Unified Home Study page within Background Check Request group box, click View hyperlink. From Maintain Case page, select Create from Options drop down. Click View hyperlink. From Desktop, select Background Listing from Utilities drop down. From Desktop, click Create and select Provider Inquiry. From Person Provider page, select Unified Home Study from Options drop down. May 20, 2015 Page 10 of 11

11 View a (Field Staff) View JIS screening Proceed to Background Screening page. Within View JIS Screening group box, click filename hyperlink. Documents must be viewed within 72 hours of their creation. View a reposted background screening On Background Screening page, click filename in View JIS Screening group box. Reposted documents will display a date in the Repost Date field. These documents are available for view for up to 72 hours of the repost date. May 20, 2015 Page 11 of 11

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